I-Share Year-End Statistical Package Voyager Collection and Circulation Reports

The reports included in this “Annual Statistics Package” are ones that have been designed by CARLI central staff to satisfy many of the reporting needs of the I-Share libraries. These reports are intended for distribution to libraries each July, unless otherwise noted, and will be retrievable from your library’s ftp directory, unless otherwise noted.
Decisions on the definition and content of the reports were guided by several sources:

WROs filed by libraries
The DRA annual statistics package
Specs from IUAG
The NCES Academic Libraries Survey
The ARL Statistics Questionnaire

Libraries should also take advantage of the SQL and Reports Sharing place at:
http://www.carli.illinois.edu/mem-prod/I-Share/secure/sql.html This web resource contains SQL code for reports designed both by central staff and other I-Share library staff members. Use of these reports could provide your library with supplemental statistical information outside the realm of the annual stats package and can be run by qualified staff in your own library.

Any statistical need not covered by either the annual statistics package or the SQL and Reports Sharing place, and which can’t be designed by your own library staff, can still be obtained by filing a work request (WRO) for a customized report.

Collection Analysis

Note: For Collection Stats where present, the BIB_FORMAT codes have been translated into understandable display names. LOCATION_CODE is replaced by its corresponding display name.

Collection Stat 1. Comprehensive Item Count by Bib Format—This report counts all items in my collection by bib format (the record type and bib level from the bib record fixed fields) and item permanent location. File name: coll_stat_1_xxx_yy.rpt [where xxx is the 3-letter database code and yy is the fiscal year]

Collection Stat 2. MFHDs Without Items—This report counts all MFHDS in my collection, where the MFHDs have no items attached, by bib format (the record type and bib level from the bib record fixed fields) and the MFHD location. File name: coll_stat_2_xxx_yy.rpt

Collection Stat 3. Fiscal Year: Items Added—This report counts items that have been added to your collection during a specified period. The counts are broken down by permanent location and Voyager item type. This might be useful for: NCES statistics, accreditation, or collection development. The Access version of this report is formatted as a table; you might prefer this format to the list-style format that you receive as part of the annual statistics package. Fields in the final report: item permanent location, Voyager item type, and the number of items added during the specified period. File name: coll_stat_3_xxx_yy.rpt

Collection Stat 4. Fiscal Year: MFHDs Without Items Added—This report counts MFHDs added to my collection this year, where the MFHD has no items attached, by bib format (the record type and bib level from the bib record fixed fields) and MFHD location. File name: coll_stat_4_xxx_yy.rpt

Collection Stat 5. Comprehensive Item Count by Item Type—This report counts all items in my collection by item type and item permanent location. File name: coll_stat_5_xxx_yy.rpt

Collection Stat 6. Comprehensive Bibliographic Record Count—This report counts bibs by bib format (the record type and bib level from the bib record fixed fields). File name: coll_stat_6_xxx_yy.rpt
Collection Stat 7. Bibliographic Record Count by Language—This report counts bibs by language. File name: coll_stat_7_xxx_yy.rpt

Note: Collection Stats #1-7 will be formatted as lists and deposited in each library’s ftp directory. CARLI will also provide the SQL so that library staff can run these reports for themselves for other time periods. For Collection Stats 1-5, the SQL will format the report in tabular format, which library staff may prefer to the format provided by the lists deposited in the ftp directories.

Collection Stat 8. Database Record Count—This report counts the total number of bibs, MFHDs, and items in my collection. This report will generate a single table for all libraries and it will be posted on the CARLI web site at:
http://www.carli.illinois.edu/mem-prod/I-Share/i-sysdocs/I-network.html

Collection Stat 9. Unique Titles Report—This report counts the total number of bibs that are held by only one I-SHARE member library, broken out by the holding library. This report will generate a single table for all libraries and it will be posted on the CARLI web site at: http://www.carli.illinois.edu/mem-prod/I-Share/i-sysdocs/I-network.html

Note: The ARL statistics ask about items withdrawn during the year. CARLI provides this information to libraries monthly, so library staff will need to accumulate those counts and provide their own statistics if needed. For details see “Record Deletion in Your Voyager Database: New Approach for Library Statistics” at: http://www.carli.illinois.edu/mem-prod/I-Share/secure/cat/recdelete.html

Circulation of “My” Items

Note: For Circulation Stats, where present, the BIB_FORMAT codes have been translated into understandable display names. LOCATION_CODE is replaced by its corresponding display name.

Circulation Stat 1. Circulation by Item Location—This report counts items charged and renewed by item permanent location during a specified period. In addition, if there were items that circulated in the past year but have since been deleted, they will be listed in a pseudo location called “Deleted Item”. This report useful for identifying the busiest parts of your collection. The Access version of this report is formatted as a table with columns for charges and renewals. This might be preferable to the list-style format that you receive as part of the annual statistics package. File name: circ_stat_1_xxx_yy.rpt

Circulation Stat 2. Circulation by Happening Location—This report counts charges, discharges, and renewals by circ happening location during a specified period. This is useful for identifying the busiest circ desks. The Access version of this report is formatted as a table with columns for charges, discharges, and renewals. This might be preferable to the list-style format that you receive as part of the annual statistics package. File name: circ_stat_2_xxx_yy.rpt

Circulation Stat 3. Circulation by Patron Group/Home Library—This report counts the charges and renewals done during a specified period, by patron group and patron’s home library. For your own patrons this is useful for circulation demographics. For patrons of other libraries, it gives charges and renewals by UB patron groups—a concise count of resource sharing amongst I-Share libraries. The Access version of this report is formatted as a table with columns for charges and renewals. This might be preferable to the list-style format that you receive as part of the annual statistics package. File name: circ_stat_3_xxx_yy.rpt

Circulation Stat 4. Serial Circulation—This report counts charges (but not renewals) of items attached to serials, listing the serial title, main entry, and ISSN along with the count. The query identifies serials by looking for record type = 'a' and bib level = 's' in the bib record. This is useful for identifying the most and least used serial subscriptions. File name: circ_stat_4_xxx_yy.rpt

Circulation Activity in “My” Library

Circulation Stat 5. Comprehensive Circulation by Happening Location—This report tallies all circulation transactions (Charges, Renewals, Discharges, UB Route Ins [Browse], and fine transactions) by circ happening location. Local and UB transactions are both included. The count of discharges reflects real discharges; discharges done to "route in" UB items are counted separately. The count of UB Route Ins may be a bit low. Items are sometimes routed from Library A to Library B by way of Library C. The discharge that Library C does in this case is not included in the count of UB Route Ins; only the discharge at the item's destination is counted. The Access version of this report is formatted as a table with columns for charges, discharges, fines collected or waived, UB Route Ins and renewals. This might be preferable to the list-style format that you receive as part of the annual statistics package. File name: circ_stat_5_xxx_yy.rpt

Circulation Stat 6. Circulation by Patron Group and Item Type—This report counts the charges done during a specified period, broken down by the patron group and the item type that the item had at the time the charge was done. This might be useful for analyzing collection use. If your library uses temporary item types for reserves or new books, the use of these materials will show up. If the patron group code = ‘deleted’ and the patron group name = ‘deleted patron group’, it means that the patron group has been deleted since the charge was done. If the item type is ‘default’, it means that the charges was done on an all,all rule in the circ policy matrix. The Access version of this report is formatted as a table with rows for patron group and columns for item type; you might prefer this format to the list-style format that you receive as part of the annual statistics package. File name: circ_stat_6_xxx_yy.rpt

Note: Circulation Stats 1-6 will be formatted as lists and deposited in each library’s ftp directory. CARLI will also provide the SQL so that library staff can run these reports for themselves for other time periods

Universal Borrowing Circulation: Where the Item and Patron are from Different Libraries

UB Stat 1. Outgoing ILL—This report counts items loaned and subsequently charged to the requestor, by my library to each I-SHARE library, keeping walkup and remote charges separate. This report will generate a single table for all libraries and it will be posted on the CARLI web site at: http://www.carli.illinois.edu/mem-prod/I-Share/i-sysdocs/I-network.html
CARLI creates this report monthly and distributes it to each library’s ftp directory. We also provide the annual cumulation at the URL cited above.

UB Stat 2. Incoming ILL—This report counts items borrowed and subsequently charged by my patrons from each I-SHARE library, keeping walkup and remote charges separate. This report will generate a single table for all libraries and it will be posted on the CARLI web site at: http://www.carli.illinois.edu/mem-prod/I-Share/i-sysdocs/I-network.html
CARLI creates this report monthly and distributes it to each library’s ftp directory. We also provide the annual cumulation at the URL cited above.

UB Stat 3. Borrowed Titles—This monthly report lists titles that your patrons have borrowed from other libraries. Fields in the report include: library borrowed from, date borrowed, UB patron group, call number, title, author, publisher, and pub. date. This report is in spreadsheet format. If you want a copy of this report for a variously-specified period of time, you may request it by filing a WRO for an AdHoc Report. Specify the time period, which must include dates since your library came up on Voyager UB. File name: ubstat_3_xxx_mmyy.rpt

UB Stat 4. UB Requests Placed and Filled–—This report counts the number of incoming requests placed by my patrons and the number of outgoing requests for my items. The report is divided into three sections:
UB Stat 4a: UB Requests Placed and Filled
This section calculates the fill rate for outgoing requests [number of requests for my items that were filled divided by the number of requests for my items]. In addition, it provides a lending rate [number of filled requests for my items divided by the number of filled requests placed by my patrons. A value greater than 100 indicates a net lender]. Thus, it gives libraries an idea of the resource sharing traffic in their library, rather than a count of items that are eventually charged as the numbers in UB Stats 1 & 2 represent.
UB Stat 4b: UB Requests Placed: Details by Pickup Location
For libraries with multiple pickup locations, this section of the report is broken out by location for items received at those pickup locations. NOTE: Stat 4b figures will not match those in Stat 4a as Stat 4a counts items requested; Stat 4b counts items received. Possible reasons for discrepancies in the numbers include:

An item requested this FY might not be received this FY.
An item requested by your patron might not be sent.
An item requested by your patron might get lost.
An item requested by your patron might be picked up at another library.
An item requested by a patron of another library might be picked up at your library.
If you no-fill a call slip for your patron and it gets promoted, this is counted in Stat 4b, but not Stat 4a.

UB Stat 4c: UB Requests Filled: Details by Callslip Queue
This section breaks down the Fill statistics by individual Call Slip queue in your database.
UB Stat 4 is part of the annual statistics package provided to each library in early July. UB Stat 4a can also be run in a local database for any desired time period. The SQL for part 4a is available on the CARLI SQL Sharing page at: http://www.carli.illinois.edu/mem-prod/I-Share/secure/sql.html

Reserves

Reserve statistics disappear when an item is removed from reserve, so annual reports are not possible. In addition, libraries have set up their reserve collections in various ways so it is difficult to design a single report of reserve circulation that works or fits the needs of all or our libraries. However, CARLI has developed an Access report that lists titles and circulation for all items on a specified reserve list. It counts circulation only while the items are “turned on” on the reserve list. It is available on the SQL sharing site (URL given above). Library staff needing reserve statistics should run this BEFORE they turn off any items on a reserve list, say, at the end of each term.

Acquisitions & Serials

Acq Stat 1. Purchase Order Report— This report counts all P.O.’s by ledger, order location, P.O. type, and line item type. This report will be formatted as a list and deposited in each library’s FTP directory. CARLI will run this report for all libraries on Aug. 1 and Jan. 1 every year. File name: acq_stat_1_xxx_mmyy.rpt

Note: This is to provide counts of subscriptions for the ARL statistics. To make this part of the annual statistics package, we can’t have libraries specify the ledger(s) for the current year. We will provide all ledgers and library staff can select the ones that are relevant.

Acq Stat 2. Expenditures Report—This report displays the fund hierarchy. For each fund, the fiscal period and ledger is given. For each fund, it shows whether it is a summary, allocated, or reporting fund. For each fund, the allocation, expenditures, commitments, and balance are given. These four values are in different columns depending on the type of the fund, so that you can do meaningful totals. This report works on fund hierarchies up to 7 levels deep, which is as deep as any I-SHARE library goes at the time of this writing. If you import this report into Excel, be sure to set the format of the DisplayName column to Text; do not let it default to General. Also, you may find it convenient to hide the columns named Level1 through Level7 since the DisplayName column has essentially the same information. CARLI will run this report for all libraries on Aug. 1 and Oct. 1 every year. File name: acq_stat_2_xxx_mmyy.rpt

Note: The ARL statistics ask for expenditures by monographs, serials, “other”, and “miscellaneous”. We believe that ARL libraries have already arranged their funds to coincide with this breakdown.